Biological Sciences Division at the University of Chicago · 17 hours ago
Administrative Assistant
Chicago, IL
Full-time
Onsite
Mid, Senior Level
$60K/yr - $90K/yr
7+ years expThe Biological Sciences Division at the University of Chicago is a dynamic and stimulating place to work, and they are seeking an Administrative Assistant to provide high-level administrative and analytical support. The role involves managing schedules, coordinating meetings, and enhancing operational processes to facilitate the efficiency of assigned sections.
Higher Education
Responsibilities
Provide daily administrative support to clinical and program leaders within the section(s)
Provide administrative assistance including project plans, scheduling meetings, coordinating resources, planning, and execution of deliverables for standing meetings, lectures, and projects within the assigned section(s). Track and help drive completion of key deliverables and follow up on outstanding items
Provide and manage administrative, expense, and logistic support for one or more sections, including but not limited to project schedules, calendar management, room reservations, expense management, travel logistics, and faculty and staff recruitment efforts, all with a sense of urgency and utmost confidentiality
Prep, set up, execute, and follow up on meetings, interviews, functions, and projects, ensuring oversight is well-coordinated, timely, and effective
Organize and manage meetings and other section initiatives. Enhance and continually refine the onboarding process for new faculty, staff, and trainees, while also providing hands-on assistance with their onboarding needs
Oversee the Medical Staff Office credentialing, re-credentialing, licensure, and certification processes for faculty, academic personnel, and Advanced Practice Providers. Track and help drive completion of key deliverables and follow up on outstanding items
Provides confidential and high-level administrative support for a leader. Stays informed of activities relating to University programs and initiatives, apprising the leader of issues when deemed necessary. Coordinates information flow from leader's office to University. May staff Board of Directors meetings. Relieves leaders of administrative responsibilities
Initiates correspondence and other written materials under own signature or for signature of the leader. Triages emails and telephone calls for action. Resolves routine and complex inquiries. May act as liaison to Board of Directors
Coordinates special projects as directed by the leader. Prepares write ups for recommendations for operational and administrative problems. May manage a portion of the leader’s budget, monitoring and reconciling accounts. Prepares financial and/or administrative reports
Prepare special reports and summaries, assists in managing daily operation of the office, and may assist in developing administrative goals and policies. Maintains the leader’s calendar, exercising considerable discretion and judgment as to priorities and effective use of the leader’s time
Performs other related work as needed
Qualification
Required
Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree)
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline
Resume (required)
Cover letter (required)
Preferred
Bachelor's degree
Previous experience in progressively responsible administrative support roles within an academic healthcare setting
Experience leading at least one sizable, complex project, preferably serving multiple and/or competing constituencies
Knowledge of project management concepts and best practices, such as resource allocation, budget, and schedule management, as well as the standard methods for communicating project updates to leadership
Self-starter who can operate in a complex administrative environment with limited oversight
Ability to manage competing priorities, work simultaneously on multiple initiatives, and meet deadlines
Ability to handle confidential and sensitive materials and situations
Strong verbal and writing skills; ability to communicate clearly and effectively
Proficiency in Microsoft Office
Strong analytical and organizational skills
Proficiency in interacting comfortably with a wide range of professionals, from physicians and nurses to senior executives, faculty, and staff, fostering familiarity and a sense of comfort in a diverse academic healthcare environment
Ability to develop collaborative relationships throughout the organization
Familiarity working in an academic medical center environment
Benefits
Health
Retirement
Paid time off
Company
Biological Sciences Division at the University of Chicago
As part of the University of Chicago, the Biological Sciences Division (BSD) pursues globally impactful solutions to seemingly unsolvable challenges.
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase